General Instructions to Superintendents 2019 - State Examinations Commission
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State Examinations Commission
Certificate Examinations
General Instructions
to Superintendents
2019
Athlone Tel: 090 644 2700 Fax: 090 644 2794
Tá leagan Gaeilge den leabhrán seo ar fáil ach é a iarraidh
Significant Information
You are required to have reviewed the following material before you commence your duty as an examination
superintendent:
• These General Instructions to Superintendents
• The Day to Day Instructions to Superintendents (which you will receive when collecting the Examination Paper
Box)
• The Superintendents training video (updated 2019) – is available for viewing on the SEC website
www.examinations.ie (under the section titled “Information for Contract Staff”). It is a requirement that you view
this revised training video.
• You must watch the training video and study the General and the Day to Day Instructions before engaging in the role
of Superintendent at the certificate examinations.
The following brief notes are designed to assist you by highlighting significant information for this year’s examinations.
The purpose of this section is to highlight changes or particular issues. We have highlighted, as applicable, the relevant
section of the instructions which detail these issues.
1. Leaving Certificate timetable changes for 2019
In the interests of candidate wellbeing the 2019 Leaving Certificate written examination timetable has been
extended beyond the traditional 13 day window to 15 days from the 5th June 2019 to the 25th June 2019. The
extended timetable is to alleviate pressure on candidates and eliminate subject clashes as much as possible.
• Examinations scheduled for Monday 24th and Tuesday 25th June are:
Date Morning Afternoon
Classical
Italian Studies
Monday 24 June (Day 14)
Russian Latin
Technology
Japanese
Tuesday 25 June (Day 15) Politics and Society
Arabic
• Main Examination timetable changes for 2019 are as follows:
Subject From (2018 Date) To (2019 Date)
Agricultural Science Day 9 AM (18/6) Day 9 PM (17/6)
Accounting Day 9 PM (18/6) Day 11 PM (19/6)
Design & Communication Graphics Day 11 PM (20/6) Day 12 AM (20/6)
Economics/Agricultural Economics Day 12 AM (21/6) Day 13 AM (21/6)
Italian Day 13 AM (22/6) Day 14 AM (24/6)
Russian Day 7 PM (14/6) Day 14 AM (24/6)
Classical Studies/Latin Day 8 PM (15/6) Day 14 PM (24/6)
Technology Day 13 AM (22/6) Day 14 PM (24/6)
Arabic Day 5 AM (12/6) Day 15 AM (25/6)
Japanese Day 13 AM (22/6) Day 15 AM (25/6)
Politics and Society Day 11 PM (20/6) Day 15 AM (25/6)
• Examinations in the 18 Non-Curricular Leaving Certificate Language subjects and Leaving Certificate Ancient
Greek and Hebrew Studies have been timetabled for Monday 17th June 2019 AM.
While the 2019 timetable is designed to reduce clashes, if a clash of examinations is set to occur in your centre
please run the examinations exactly as set out in the clash letters provided to you by the SEC. The Non Curricular
Language and Russian scripts should be returned to the SEC by post in the maroon coloured plastic
envelopes provided to the relevant centres.
1|Page
2. In 2019, the SEC will use an online marking system in the following subjects:
Leaving Certificate Junior Cycle
Mathematics English
Biology French
Physics Science
Chemistry Business Studies
Politics and Society
Online marking involves scanned images of examination scripts being marked by examiners on a computer, not
by a computer. The computer is not marking any work. All candidate work is seen and marked by an examiner,
as has always been the case.
There are specific instructions that you must follow in order to ensure that the scripts being marked online can be
correctly processed by the SEC. See Section 5 of these instructions for further details.
There will also be specific instructions for each subject in the Day to Day Instructions.
3. You may supply supplementary answer sheets to candidates who require extra paper to complete their answers, if
they have run out of, or are about to run out of space in the main answerbook. Again this year, in addition to
recording the date and time of issue on the first page of each supplementary answersheet, you must also record the
time of issue on the cover of the candidate’s answerbook each time you provide him/her with a supplementary
answersheet. (Please refer to Part 10 of this booklet and also to Part V of the Day to Day Instructions).
4. The number of labels provided to denote the level being taken by candidates (yellow labels with higher level, white
labels with ordinary level and blue labels with foundation level) have been reduced as many question papers are
also answerbooks and do not require a level label.
5. Pre-printed adhesive labels with candidates’ examination numbers will be provided. For their required use, please
refer to Part 3, point 6 (v).
6. This year new arrangements are in place for the return of Advice Lists. All superintendents are now requested to
return their advice lists by post each Wednesday at the end of the examinations on that day. In this regard Leaving
Certificate Superintendents have been provided with 4 Advice List envelopes while Junior Cycle Superintendents
have been provided with 3 envelopes. All advice lists for examinations that have been taken including that
Wednesday should be returned on the Wednesday evening of each week during the examination period – see part
14 for full details.
7. Junior Cycle Timetable – as part of the Junior Cycle reform in 2019 the Business Studies and Science Examinations will be
examined at common level. Business Studies is now a single paper examination. Examinations traditionally held on the final
afternoon of the Junior Cycle examinations (Technology, Italian and Ancient Greek) have been brought forward to Tuesday
afternoon 11th June 2019.
8. A superintendents’ partner system, designed to ensure that the correct papers are opened, is in place in relation
to examination paper packet validation. This requires individual superintendents to collaborate with a nominated
superintendent prior to each examination sitting in order to validate that the packets of examination papers they
have each taken from the examination paper boxes are correct for the session next scheduled to commence. A
candidate in the centre will validate the opening of the examination papers prior to the commencement of each
examination session. See PART 6 of this booklet for full details.
9. Junior Cycle Examination in Irish is timetabled for Thursday 6th June AM, Paper 1 starts at 09:30. The Aural Test
is integrated into the written paper (it forms question 1 of paper 1 at all levels) and will be run concurrently for all
levels. Junior Cycle Examination Higher Level Irish Paper 2 will commence at 2 PM on Thursday afternoon (6th
June). Please note that Candidates taking Foundation Level must be in a separate examination centre from those
taking Higher and Ordinary Level as there is a separate CD for the Foundation Level Irish Aural test.
10. Leaving Certificate Irish - Monday 10th June PM. The Aural Comprehension test is integrated into the written paper.
There is no separate aural test at any level in that subject and the aural now forms question 1 of Irish Paper 1 Higher
and Ordinary Levels and Question 1 of Irish, Foundation Level.
2|Page
11. Again this year, superintendents of special examination centres have been provided with a zipped pouch which
they are required to use in transporting live papers from the main centre to the special centre and for returning
scripts from the special centre to the main centre. (For further details see PART 6, para. 3)
12. Examination papers should be handed out face upwards and not downwards.
13. You will be provided with a poster in relation to the colour coding of examination paper covers. You must display
this notice in a prominent place inside the examination centre. Note the colour change which has being extended
through all Certificate Examinations in 2019.
14. In 2017, examination papers appeared on social media before the end of certain examinations. This happened
as a small number of superintendents allowed teachers in the school to collect papers from their centre before the
end of the exam. Other than providing special centre superintendents with examination papers (for
candidates, taking their examinations in special centres attached to your centre) you must not give papers
to anyone else prior to the end of the examination session. Candidates leaving the exam centre early are not
permitted to bring the exam paper with them. This year the paper for each examination will be published on the
SEC’s website – generally at 11:30 AM for morning exams and 4:00 PM for afternoon exams although this may
vary depending on that day’s timetabling. Personnel in the school seeking early access to papers should be advised
accordingly.
15. In order to facilitate the safe movement of examination paper boxes you will be provided with a hand truck. You
must accept and use the hand truck provided to you by the SEC. The hand truck must be returned in the stationery
box at the end of the examinations – See training video and also appendix 7 in this booklet for the safe use of
the hand truck.
16. Breach of Regulations, this year you will be provided with a PINK plastic envelope to return the examination
script or documentation where it is suspected that a breach may have occurred. These envelopes should be returned
directly to the SEC and should not be enclosed with other scripts – See Part 17.
3|Page4|Page
UNFORESEEN ABSENCE / EMERGENCIES
If, because of illness or some other reason, you are unable to carry out your duties, you should inform the SEC
immediately by telephone at (090) 6442895.
Pending assistance from the SEC, you should, if necessary:-
(a) where the Centre is a school, send the Attendant with a request to the Manager/Principal to have a
reputable person (e.g. principal, school secretary, manager, clergyman) take your place;
(b) where the Centre is not a school, contact through the Attendant, a reputable person in the
neighbourhood to act as Superintendent.
(c) The Attendant should never be engaged to carry out supervisory duties in your centre.
Please note for (a) and (b) as outlined above, all details of arrangements must be notified to the SEC as soon as
possible by phone and in writing.
It is important that you make yourself aware of the fire regulations of the Examination Centre and of other
emergency procedures. In the event of an emergency (e.g. a fire), you should be guided by the appropriate
authority in order to ensure the safety of all concerned.
Familiarise yourself with Appendix 6 – Emergency Evacuation procedures for Examination Centres.
CONTACT DETAILS
You may need to contact the SEC during the course of the examinations, for example to request additional examination papers
or stationery or to report any matter of concern regarding the running of the examinations. Contact details are as follows:
• General Enquiries/Unforeseen Absence – Phone (090) 644 2895
• Shortage of examination papers - Phone (090) 644 2700
• Shortage of stationery – Phone (090) 644 2702
If anything happens during the examinations which may threaten the integrity of the examinations, ring the SEC
immediately on 1800 283 071 (for ease of reference it is recommended that you store this number in your mobile
Phone).
Familiarise yourself with Appendix 6 – Emergency Evacuation Procedures for Examination Centres
CONTACTING YOU DURING THE EXAMINATIONS
Should an emergency situation arise during the period of the written examinations, it is vital that the SEC can
contact you as we may need to advise you of changes to the start time, date or location of an examination. If
there is any change in your contact details i.e. mobile phone number notify us immediately - see page 9 point 5.
The easiest and most convenient means of contact with you at short notice is by SMS text message. Therefore,
it is essential that your Mobile Phone is only switched off during each examination session. You should get
into the habit of checking your mobile phone between exam sessions and before you leave the examination
centre each day.
5|PageCONTENTS
PART PAGE
1. Security of the Examination Papers .................................................................................................................. 7
2. Penalty for Failure to Comply with Instructions ................................................................................................10
3. Contacting the School Prior to the Examinations and Arrival at Examination Centre .......................................10
4. Preparation for the Examinations .......................................................................................................................14
5. Online Marking ………………………………………………………………………………………………..15
6. Validation, Opening and Distribution of Examination Papers and Answerbooks ............................................. 17
7. Admission of External Candidates for the Leaving Certificate Examinations ................................................... 22
8. Making Announcements in Irish ........................................................................................................................ 22
9. Conducting the Examination .............................................................................................................................. 23
10. Stationery Requirements .................................................................................................................................... 25
11. Shortage of Examination Papers ........................................................................................................................ 27
12. Use of Formulae and Tables booklets, Electronic Calculators, Geography Aids,
Bilingual Dictionaries ........................................................................................................................................ 28
13. Termination of an Examination Period ..............................................................................................................30
14. Instructions for Completion of Centre Roll and Advice Lists ............................................................................31
15. Transmission of Answerbooks to the SEC .........................................................................................................35
16. Termination of Examinations at a Centre ...........................................................................................................36
17. Breach of Regulations – Procedures to be followed...........................................................................................39
18. Candidates who need Reasonable Accommodations (see also separate Booklet) .............................................41
19. Claiming Payment for Your Work .....................................................................................................................44
20. Dignity in the workplace – Anti-Bullying & Anti-Harassment Policy .............................................................. 46
21. Protected Disclosures Procedures....................................................................................................................... 47
Appendices
APPENDIX 1 Duties of the Attendant .........................................................................................................................48
APPENDIX 2 Education Act 1998 ..............................................................................................................................49
APPENDIX 3 Circular S04/19 Use of Bilingual Dictionaries in the Certificate Examinations...................................50
APPENDIX 4 Extract from the Rules and Programme for Secondary Schools. Section XI - Conduct of Candidates
during Examinations .............................................................................................................................51
APPENDIX 5 Table of Contents for Large Superintendent’s Envelope ......................................................................55
APPENDIX 6 Emergency Evacuation Procedures for Examination Centres ......................................................56
APPRENIX 7 Hand Truck ...........................................................................................................................................57
APPENDIX 8 Confirmation .........................................................................................................................................58
APPENDIX 9 Alleged Breach of Regulations Certificate Examinations 2019 – Superintendent Report Form ..........59
6|PagePART 1 - SECURITY OF THE EXAMINATION PAPERS
1. General
(a) The custody of the examination box and papers is your most serious responsibility. You must
use every possible precaution to prevent the sealed packets of examination papers from falling into
other hands or from being tampered with in any way or opened until the time appointed for the
distribution of the papers.
(b) A Superintendent found guilty of improper conduct will render himself/herself liable to have action
taken against him/her – the Education Act 1998 includes criminal offences which relate to the
Certificate Examinations (see APPENDIX 2).
(c) You shall allow duly accredited officers of the SEC, on presentation of photographic I.D., to inspect
the sealed packets of examination papers.
2. Safe custody of examination papers
(a) You will be advised of the time and the location of the Distribution Centre at which the box(es) of
examination papers should be collected and also of the location at which the box(es) of examination
papers should be kept in safe custody. On receipt of the box(es) of examination papers proceed directly
to the location designated for its safe custody.
(b) At the distribution centre you will be supplied with a hand truck to safely transport the boxes of
question papers from the Distribution Centre to your vehicle and from your vehicle to the designated
secure location for holding the question paper boxes. You should also use the hand truck at the
conclusion of the examinations at your centre in order to safely transport examination material to the
nearest designated An Post depot - (refer to Appendix 7 for correct use of hand truck).
(c) Do not, under any circumstances, leave examination papers unattended at any time including
in unoccupied vehicles.
(d) The key(s) of the box(es) of examination papers will be handed to you at the Distribution Centre by
the SEC’s representative and you must carefully retain them.
(e) The custodian of the location designated for the safe custody of the box(es) of examination papers
will provide suitable premises for storage of the box(es).
(f) The key of the room in which the box(es) will be kept will be retained by the custodian.
(g) Where a locked press is provided the key should also be retained by the custodian.
(h) You will be given access to the room before each examination session to obtain the packet(s) of papers
for that examination session. Prior to leaving the room ensure that you have all the packets that you
need.
In exceptional circumstances where approved by the SEC, you may be given the option of taking the
packet(s) of papers for that day’s examinations (morning and afternoon sessions). In such
circumstances you should ensure that the sealed packets of examination papers are not left unattended
at any time.
7|Page(i) You should maintain a close liaison with the custodian during the period of examinations and have due
regard to the wishes of the custodian in all matters relating to the custody of the box(es) except where these
wishes give you cause for concern about safe custody. In particular, where the box(es) is(are) held in a
Garda Station, you should bring personal identification EACH DAY.
(j) Any issues regarding the accommodations provided, whether in a school or a Garda Station, should be
directed to the State Examinations Commission. However it should be noted that Garda Stations may be
limited in the accommodations which can be provided to store examination paper boxes.
3. Arrival at Distribution Centre – Tuesday 4th June 2019.
It is important that you arrive at the Distribution Centre at the time specified in your letter of
Assignment. You will be required to produce your letter of Assignment and photo I.D. to gain access
to the distribution centre. Arrival times have been scheduled by the SEC to help ensure the safety
and security of the examination papers and the smooth running of the distribution process.
If you arrive at the Distribution Centre earlier than the specified time to collect the box(es) of examination
papers, you may not be dealt with until your scheduled time. If you arrive late, you may be further delayed,
as priority will be given to Superintendents who arrive at their scheduled time. If you are inordinately
delayed in collecting your box(es) of examination papers, e.g., because of a car breakdown, you must
contact the SEC at the earliest opportunity. If you fail to do so you are liable to be dismissed as, of necessity,
you will be replaced by a reserve superintendent.
4. Checking the Box(es) of Examination Papers
You must check the contents of your examination paper box(es) before leaving the distribution centre. In
order to check the contents properly, you will need to be familiar with the following information:
• The total number of candidates entered for each level of each subject is shown on the Examination
Paper Quantity Notice (EPQN) which is contained in your large Superintendent’s envelope. This
notice (and transfer notice, if applicable) will also include details of candidates transferring into your
centre.
• The examination paper packets are colour coded – GREEN indicates a MORNING session,
ORANGE indicates an AFTERNOON session. The examination paper packets are also stamped
MORNING and AFTERNOON.
• Each packet bears a white label which shows the subject, date and time of examination, examination
session number, centre number and the quantity packed for each level. The quantity appears under
the letter denoting the relevant levels as follows:
A = Árd/Higher, G= Gnáth/Ordinary, B = Bonn/Foundation, C= Comónta/Common.
• For most subjects all levels are packed in one packet. Where it is necessary to use more than one
packet to hold the papers for all the candidates in a subject or subject level, such packets will be
marked 1/2, 2/2 (or 1/3, 2/3, 3/3) as appropriate. An extra packet of papers may be caused by late
entries in which case the label will bear the initials ‘LP’ in manuscript.
• Examination paper packets containing separate Irish versions of the examination papers will have the
words ‘Trí Ghaeilge’ at the top of the label –note these are not on the EPQN.
• You will receive where applicable (in your large Superintendent’s envelope) details of candidates in
your centre who:-
(a) require modified, enlarged or Braille versions of the examination papers together with the
accommodations to be provided. Alternative versions of the papers referred to above are packed
to individual packets appropriately labelled and will be found in your examination paper box
(b) have subject clashes.
8|Page• If your centre closes before the end of the examination period you should have examination papers
in your box(es) only for subjects which are timetabled up to and including the date noted at the bottom
of your Centre roll.
• A Table of the contents/checklist of your Large Superintendent’s envelope is shown in Appendix 5.
• All Non-Curricular language (NCL) subjects will be held on morning of Monday 17th June this year.
You are required to check each packet against the EPQN. You have received maroon coloured
envelopes for individual return of the examination scripts for the NCL subjects.
Step 1: - Sort the Contents of the box
When sorting the contents, you should first sort the packets into timetable order. To help you, we have
allocated a number to each examination session in timetable order. These session numbers are shown at
the left hand corners of the label on the examination paper packet. These session numbers are also shown
beside the time for each individual examination session in the Day-to-Day Instruction booklet and on the
timetable. By arranging your packets in numerical order, with lowest number on top, they will be in
timetable order.
Step 2: Check the Contents of the box
Please check that;
• the centre number on the label on each packet is proper to your centre
• you have a supply of papers for each subject as indicated on the EPQN
• Where Irish (Trí Ghaeilge) version of the papers are supplied the quantities shown will be the same as
the English version detailed on the EPQN
• the number of papers supplied for each level exceeds the number of candidates opting to take that
level as indicated on the EPQN.
If you are in any doubt regarding the adequacy of the supply do not hesitate to request the assistance of the
SEC officials in attendance at the Distribution Centre.
If you find a packet(s) of examination papers in your box(es) which is:-
• not proper to your centre
• is open or damaged in any way
please bring to the immediate attention of SEC officials who are in attendance and who will advise you on
what should be done with such packets.
When you have checked that you have all necessary papers, arrange the packets in session number order
with the lowest number on top and return them to the box(es). Remember that when you repack the
question paper box the packet with the later date (i.e. the higher session number) goes into the box first
followed by the next highest and so on until the packet for your first exam is at the top on the box.
If you discover that you are short of papers at a later stage you should advise the SEC immediately by
telephone at (090) 644 2700/Fax (090) 647 8430 (For examination papers only).
5. General Enquiries / Unforeseen Absence / Change of Details
The SEC will contact you using the address and phone numbers supplied on your application form. If
there is any change in your contact details, you must notify us of your revised details immediately to (090)
644 2895/2893. This is essential to ensure that the State Examinations Commission can make immediate
contact with you, should the need arise, throughout the period of the examinations.
9|Page6. Contacting you during the Examinations
Should an emergency situation arise during the period of the written examinations, it is vital that the SEC can
contact you as we may need to advise you of changes to the start time, date or location of an examination. If
there is any change in your contact details i.e. mobile phone number notify us immediately.
The easiest and most convenient means of contact with you at short notice is by SMS text message. Therefore,
it is essential that your Mobile Phone is only switched off during each examination session. You should get
into the habit of checking your mobile phone between exam sessions and before you leave the examination
centre each day.
PART 2 - PENALTY FOR FAILURE TO COMPLY WITH INSTRUCTIONS
Apart from the criminal offence and penalties contained in the Education Act 1998 (APPENDIX 2) if you fail to
comply fully with the SEC’s Instructions or if you act in a way which jeopardises the security or integrity of the
examinations or if you act in a way which jeopardises the performance of the candidates, you are liable to be dismissed
immediately and you may also be refused any future appointment. If you are dismissed, you shall have no claim
whatsoever against the SEC for remuneration or expenses.
PART 3 - CONTACTING THE SCHOOL PRIOR TO THE EXAMINATIONS AND
ARRIVAL AT EXAMINATION CENTRE
1. Contact the School
On receipt of the Letter of Assignment, you must contact the Authorities of the School/Centre in which you are
to act and also, where necessary, the custodian of the location designated for the safe custody of the box(es) of
examination papers. You should obtain an outside-hours contact number for the school/centre which you
can use in an emergency.
2. Agree a Time of Attendance
In making contact, you should identify yourself to the authorities and agree on the most suitable time (after that
specified in the Letter of Assignment for the collection of the box(es) of examination papers) on Tuesday 4th
June for the purpose of securing the box(es) of examination papers and setting up the Examination Centre.
3. Bring the Box of Papers to the Secure Location
The secure location may be at the school or at another location such as a local Garda Station. When you leave
the Distribution Centre, your immediate priority is to bring the box(es) of examination papers directly to the
secure location indicated on your Letter of Assignment. DO NOT LEAVE THE PAPERS UNATTENDED AT
ANY TIME INCLUDING IN A LOCKED VEHICLE.
4. Meet the School Representative and Confirm Arrangements
On arrival at the Examination Centre, you should:-
(i) invite the School Authorities (i.e. Manager/Principal, or authorised representative) to compare the School
Roll against your Centre Roll. School Authorities have been requested to make themselves available to
make this check with you.
(ii) check with the School Authorities, the details of any Reasonable Accommodation arrangements in place
for candidates on the Centre Roll including those who are sitting in special centres.
(iii) there should be no phones in candidates’ possession at the commencement of each examination. You
should discuss with the School Authority the arrangements that they have made to ensure that candidates
comply with this rule. Neither the SEC nor its agents will accept any liability for loss or damage to phones
which candidates bring with them into the examination centre or which they have left outside the centre
in order to comply with rules.
10 | P a g e(iv) confirm that the information on the Centre Roll regarding Irish versions is correct. Candidates taking
examinations through Irish will have the letter ‘G’ printed after the predicted level, e.g., AG or GG, on
the Roll.
(v) a candidate who is sitting Art will have an entry on your Centre Roll for Art, History and Appreciation
only.
(vi) clarify the school’s proposed arrangements for the sitting of Aural Tests. It is essential that you take the
opportunity to familiarise yourself with the actual CD player or other playing equipment to be used in
your Centre – see the relevant section on Aural Tests in the Day-to-Day Instructions. Junior Cycle
Examination candidates who are moved to a room other than the normal examination centre because of
the aural element of a language subject must complete the entire paper in that other room.
(vii) the Aural Comprehension Test in Leaving Certificate Irish is integrated into the written paper 1 at Higher
and Ordinary level and written paper at Foundation level. Leaving Certificate and Junior Cycle
Foundation Level Irish candidates are now sitting the aural test at the same time as candidates taking the
Higher/Ordinary Level Irish examination. However the CD used for Foundation Level Irish is different to
that used for Higher/Ordinary Level Irish so it will be necessary to establish in advance the level to be
taken by each candidate and to separate candidates accordingly. Foundation Level candidates will need to
be accommodated in a separate centre. In such circumstances the school should arrange the appointment
of an additional superintendent(s). Where candidates are moved to a separate centre to provide the
conditions required for the aural test, they must remain in that centre for the remainder of that examination
session.
This alternative room where the aural examination is held should be laid out with the normal spacing of
desks.
(viii) Remind School Authorities that candidates are not allowed to bring mobile phone/electronic
communication/storage devices into the Examination Centre whether switched on or not.
5. CHECK THE STATIONERY
Leaving Certificate and Junior Cycle Centres
A large plastic stationery box has already been sent to Leaving Certificate & Junior Cycle Centres. The box has
been sealed by means of two orange tamper evident security seals. You will be provided with a two part
stationery contents list. You are required to carefully check the box contents against the list. Sign and return the
top copy of the list in the envelope provided to the SEC immediately confirming that the contents of the
stationery box have been checked.
Note:-
You will be provided with special answerbooks for Leaving Certificate Chemistry, Biology and Physics - note
that while they are detailed on the stationery list they are not in the box but they will be posted to you at the
School in which you are superintending before these examinations.
A supply of numbered orange replacement seals have been included in your stationery box. Each time you open
the box you break the seal. Use two replacement seals to reseal the box and record the serial numbers in the
relevant section of the Record of Posting booklet. The used seals should be retained and returned in the stationery
box at the end of the final examination. The box should be returned sealed. One orange seal should also be used
to secure the empty question paper box when retuning it at the closing of your examination centre.
LCA Centres
There is no box of stationery for LCA centres. All stationery requirements for the LCA examinations are
included in the LCA examination paper box or in the special LCA envelope you receive on arrival at the
Distribution Centre.
11 | P a g eAll Centres
The supply of stationery, whether in a box or a special envelope, should be checked against the stationery list
supplied. It is most important that the supply of stationery is thoroughly checked on the day prior to the
commencement of the examinations. You should check in particular that you have an adequate supply of the
Formulae and Tables booklets, special Accounting answersheets, isometric and squared paper.
The SEC has reduced the quantities of answerbooks supplied this year as the examination paper in many subjects
is also the answerbook. You should take this into account when checking your stationery supplies and use the
Day-to-Day instructions to assist.
Stationery has been packed for the duration of the examinations in your Centre. This means that if you are in a
Centre receiving candidates from another Centre, you should have sufficient stationery to cover all days. You
are not due to receive stationery from other Centres when they close.
For Centres remaining open late in the examination period, any stationery that did not fit in the main stationery
box is supplied in a supplementary cardboard box.
If you do not have enough of any item of stationery, you can either get additional supplies from a Superintendent
in a nearby centre or by contacting the SEC at (090) 644 2702. Requests for stationery which is required for an
imminent examination session will receive priority attention.
Centre Stamp
You will be provided with a stamp to identify material proper to your centre, the ink pad is in the stationery box.
The numbers on the centre stamp are adjustable and not fixed. Ensure that the centre number on the Centre Stamp is
set to your Exam Centre number. If not, change the number to your centre number. NOTE: One of the most
common errors made by superintendents is not changing the centre number to the one for their centre. This in
turn has led to scripts being stamped with an incorrect centre number. Such errors have the potential to lead to
delays and difficulties in the processing of examination results for candidates.
6. PREPARING THE EXAMINATION CENTRE
(i) Display the TIMETABLE, THE NOTICE (PENALTY FOR VIOLATION OF REGULATIONS),
NOTICE TO CANDIDATES (QUESTION PAPER COVERS COLOUR) and NOTICE
EXAMINATION IN PROGRESS prominently both inside and outside the examination centre. The
notice indicating that the room is being used for the examination it should be prominently placed
outside the entrance door.
(ii) Remove or turnover all maps, charts, and other educational material in the Examination Centre.
(iii) A clock showing the correct time should be clearly displayed in the Examination Centre. If there is
no clock already in the Centre, one should be borrowed from the school. The clock features should
be plainly visible to all candidates. You should carry out regular checks to make sure that all clocks
used in the examination centre are in good working order and show the same time – shared halls,
multiple centres in a hall, all clocks should be set to the same time.
(iv) If there are not enough desks/tables and chairs in the centre to cater for the number of candidates,
extra desks, etc., should be obtained by hire or loan.
(v) If possible, arrange the desks so that the candidates are seated at least 1.5 metres or 5 feet apart. Pre-
printed adhesive labels with candidates’ examination numbers will be provided. Place them
sequentially on the desks working in rows from the front of the room to the back. Blank adhesive
labels will also be provided for candidates transferring in from other Centres, External Candidates
and for Aural examinations etc.
In mixed Centres (i.e., Junior and Leaving combined) the candidates should, as far as possible, be so
12 | P a g earranged so that those taking the same examination may not be close to one another.
(vi) When these arrangements have been completed, draw a plan of the Examination Centre. This plan
should be drawn approximately to scale on the Final Report Form and should indicate:–
- the exact position assigned to each candidate, showing in each case the examination number;
- the direction in which candidates face;
- the position of your table;
- the position of the entrances and the windows.
Additional plans must be prepared where necessary, e.g., Aural examinations, following transfer of
candidates from other Centres etc.
Ensure that the Examination Centre is kept in a clean and tidy condition throughout the period of
examinations in your Centre.
7. Check details with the School Authorities regarding appointment of Superintendents for special
examination centres or whether any student in your main centre has been provided with reasonable
accommodations. Acquaint yourself with the special centre superintendents assigned to your Centre.
8. ATTENDANTS
Hire of the Attendant
Unless the SEC otherwise directs, you must engage a suitable person to act as an Attendant for your centre.
When the Centre is at a school, preference should be given to a person recommended by the School
Authorities.
You are required to pay the Attendant at the end of your assignment for which you will be reimbursed.
Attendants are paid per session, the rates are shown on the reverse side of the Attendant time sheet which
will be in the document envelope that you received at the distribution centre. In order to claim
reimbursement of the attendant’s payment from the SEC, you must obtain a receipt from the Attendant on
the appropriate form (attendant’s timesheet). If necessary, you may employ the Attendant on the day
preceding the commencement of the examinations to arrange the centre, etc. You are not authorised to
employ the Attendant for any day after the conclusion of examinations in your centre. You are not
responsible for the payment of any other attendant at the school other than your own centre.
Access by Attendants to Centres
The Attendant, unless specially summoned by you, must be excluded from the centre during the period of
examination and during the distribution of the examination papers. Attendants are specifically prohibited
from (1) distributing and collecting examination papers or stationery, (2) undertaking any supervisory
duties in the examination centre and (3) collecting candidates’ answer-books after each examination. The
Duties of the Attendant are specified in APPENDIX 1.
N.B. Through engagement with School authorities attendants are required to attempt to control noise around
the centre as far as reasonably practicable. However, you are responsible for this and you should engage with
the school authority if there are difficulties with noise control and/or student behavior outside the centre.
13 | P a g ePART 4 – PREPARATION FOR THE EXAMINATIONS
1. Attendance before each examination session
On the first morning of the examinations (Wednesday 5th June), having collected your examination papers,
you should be at the school at 8.30 a.m. to arrange for the validation process which includes meeting with
your partner superintendent and to admit candidates. (See PART 6 of this book for full details). You should
be in the centre at least a half an hour before each examination session thereafter.
2. Admission of candidates who arrive late
Unless there are very extenuating circumstances, e.g. disruption of public transport or otherwise, a candidate
should not be permitted to enter the Examination Centre any later than 30 minutes after the scheduled start
time of the examination. If a candidate is admitted late, due to exceptional circumstances, you should record
details on the Advice List. In no circumstances shall you give permission to a candidate to work on an
examination paper at a time other than that set out in the official timetable, unless specifically directed
otherwise by the SEC. In the case of a candidate arriving late for an examination with the aural element at
the beginning – the candidate may not be admitted to the centre once the aural test has commenced. The
candidate may be admitted to the written part of the examination. Contact should be made with the SEC
for advice on the aural test. Candidates arriving late to an aural exam which is in a separate session
(following the written paper) should generally not be admitted. Contact may be made with the SEC for
advice.
3. Candidates sitting in incorrect Centre
If, at the start of an examination session, you discover that certain candidates who are not assigned to your
centre have presented themselves for examination, they should be permitted to remain in your centre until
the conclusion of that examination. A note should be included on the Advice List and the candidates should
be entered on the Centre Roll and Advice List, see PART 14 – Instructions for Completion of Centre Roll
and Advice Lists.
4. Penalty for Violation of Regulations by Candidates
Before each examination session, draw the attention of candidates to the notice titled ‘Penalty for
Violation of Regulations’.
You must;
• instruct candidates that they are not allowed to have mobile phones, personal music players, lap-
tops/tablets, electronic pagers, smart watches or any other electronic devices with them in the centre
whether switched on or not. Arrangements should already have been made with the school for safe
custody of phones See3.4(iii). (There are exceptions for reasonable accommodation students using
Assistive Technology)
• instruct candidates to ensure that no papers, books, notes, pencil cases, etc., have been left on or
around their desks or have been retained on their person and that they are left out of sight of
candidates at all time for the duration of the examination.
• give candidates an opportunity to get rid of such material.
N.B. This last point is particularly important as a Breach of Regulations may be determined as a result of
a candidate bringing prohibited material into the centre. You should not be concerned with whether or not
the candidate attempted to access such material. See Part 17 for procedures to be followed in case of a
suspected breach of the regulations.
5. Reminder to Candidates with regard to examination paper colours
Before each examination session, draw the attention of candidates to the notice which reminds candidates
that examination papers for different levels are printed on different coloured paper. Particular attention
should be given to the new colours and design of the Junior Cycle examination paper covers this year a
new Common Level Design/Colour has been introduced for Business Studies and Science – Ochre &
white ellipse.
14 | P a g ePART 5 – ONLINE MARKING
1. Online Marking
The State Examinations Commission (SEC) successfully used an online marking system to mark Junior Certificate
Higher Level French in 2016, and Junior Certificate Higher Level French and Junior Cycle English in 2017. This
year, the following subjects will be marked online.
LEAVING CERTIFICATE JUNIOR CYCLE
Mathematics Biology English Science
Chemistry LCVP -Link Modules French Business
(Written paper) Studies
Physics Politics & Society
Online marking facilitates high quality, reliable marking of candidates examination responses. There are many
advantages to online marking both for the examiners and for the examination system as a whole. In particular,
marking online allows examiners to focus on the marking exercise and not on the administration of the marking. As
the calculation of marks are inherent in the system, online marking eliminates the possibility of mistakes being made
in mark calculation and transcription. The SEC intends to roll out online marking to all Leaving Certificate and
Junior Cycle subjects by 2022.
There is no significant change for candidates. They will sit their examinations in the normal way. When the scripts
are returned to SEC their scripts will be scanned and will become an electronic script. The paper script will also be
retained. The candidates’ work is being marked on a computer not by a computer.
We have issued Information Leaflets to Leaving Certificate and Junior Cycle candidates to explain online marking
to them.
There is some important information that you must be familiar with before commencing examinations in any
of the subjects being marked online. You must also follow the directions in the Day to Day Instructions for
each subject.
Structure of Stationery for Candidates to Complete their Responses
Leaving Certificate Junior Cycle
Mathematics Combined Question /Answer Booklet English Combined Question /Answer Booklet
Biology Combined Question /Answer Booklet and French Combined Question /Answer Booklet
special barcoded Answer Booklet
Physics Special barcoded Answer Booklet Science Combined Question /Answer Booklet
Chemistry Special barcoded Answer Booklet Business Combined Question /Answer Booklet
Politics & Society Combined Question /Answer Booklet
• There are minor modifications to the Combined Question/Answer Booklet for online marked subjects to facilitate
the scanning process. There are barcodes on the cover and on each page.
• The short answer section in Leaving Certificate Biology is now a separate returnable section.
• There is a new barcoded answer booklet especially for use in Leaving Certificate Biology, Chemistry and
Physics. Distribute it in these subjects in place of a standard answer booklet. The new answer book contains
graph paper throughout so loose sheets of graph paper should not be required. Ensure that candidates complete
the front cover correctly to denote the subject, level and version (Irish or English) that they are taking. Instruct
candidates to clearly mark each question number in the space provided and to use a new page for every answer.
(For an example of the completion of the cover, see Part 6 point 5(h))
• Instruct candidates to complete their responses using the spaces provided on combined question paper/answer
booklet to ensure that all of their responses are captured in the scanning process. If candidates write outside
of these areas, there is a small risk that this will not be seen by examiners.
15 | P a g eTreasury Tags
The instructions that apply to providing and using treasury tags to attach supplementary stationery do not apply to
any subject being marked online. In these subjects do not provide treasury tags to candidates and do not use treasury
tags to attach stationery in these subjects. Any supplementary sheets should be inserted into the candidate answer
book.
Supplementary Paper
The combined question paper/answer booklets, and the new Leaving Cert answer book, have all been designed to
allow sufficient writing space for candidates. In line with longstanding SEC practice, you should only supply
supplementary paper, as and when required, to candidates who run out of space in which to complete their answers
towards the end of the examination session. Under no circumstances, should supplementary paper be provided
at the commencement of these examination sessions. In providing supplementary paper to candidates that need it,
you must instruct them to record their question numbers to the right of the page margin on the supplementary answer
sheet. (For an example of this, see Part 10 point 3)
Junior Cycle English, Business Studies and Science
A separate Assessment Task booklet (AT) was completed by candidates during the school year. You will receive
the AT booklets from the school authority. At the end of each examination session in these subjects you should match
the appropriate AT to the script of the candidate following the procedure in the Day to Day Instructions. Remember,
do not use treasury tags to associate the AT with the candidate’s script. If you receive an AT for a candidate that is
not in your Centre (e.g. candidate has left the school) you should just return this to the SEC in the transmission
envelope. Record this on the Advice List. In other instances where you end up with an AT without a matching script
or if you have a script without an AT, record the missing component on the Advice List.
Pens and Pencils
The examination papers in subjects being marked online will include the following instruction “Write your answers
in black or blue pen. You may use pencil for graphs and diagrams only.”
We have had lots of questions about this instruction from teachers, parents and candidates and have clarified this to
them. Our strong recommendation is that candidates use blue or black pen for writing their answers. We have
said that the use of pencil (incl. coloured pencil) should be restricted to graphs and diagrams. If candidates do use
pencil for writing, they have been made aware that faint pencil may not be clearly visible to the examiner.
You should be aware of this clarification as it is not up to you to stop any candidate from writing in pencil if they
decide to do so.
Instruct candidates that Gel Pens may not be used as they may fail to be detected by scanning devices. Also instruct
candidates not to use correcting fluid.
16 | P a g ePART 6 – VALIDATION, OPENING AND DISTRIBUTION OF EXAMINATION
PAPERS AND ANSWERBOOKS
1. Validating the Examination Paper Packets
Prior to leaving the secure storage location for your examination paper box, ensure that you have
collected all the papers required for that session.
Your Large Superintendent’s Envelope will contain details of your partner centre for the purpose of
ensuring that you have the correct examination paper packet(s) for the examination session about to
commence. School authorities have also been notified of the centres which are matched together for
this purpose. They have also been asked to make a suitable venue available to Superintendents for the
purpose of meeting to validate the examination paper packets.
Before the start of each examination session you must meet with your partner superintendent at that
venue to ensure that the packet that you have collected from the examination paper box is correct for
the session about to commence. Under no circumstances should this process be conducted at a location
other than the school. Under no circumstances should packets be validated in advance of the next
session. You must only collect and validate one colour of exam packet at one time:- morning packets
are Green , afternoon packets are Orange.
You and your partner Superintendent must confirm that:
(a) all seals are intact and that the packet(s) has not been tampered with or opened.
(b) the examination details on the label of each packet correspond to the timetable and are correct for
the examination session about to commence. The relevant timetables can be located at the front
of each superintendent’s respective Day-to-Day instructions.
You must both then complete and sign the Declaration at Panel 1 of the examination paper packet. If
you are assigned to a school where there is only one examination centre you must conduct the process
outlined above by engaging with a representative of the school authority (Examinations Aide,
Examinations Secretary, Deputy Principal, Principal/Manager).
If for any reason, your partner superintendent is not available (delay in returning to centre, no
candidates for examination in their centre for a particular session(s)), you must conduct the process by
engaging with another superintendent assigned to the school or a representative of the school authority
(Examinations Aide, Examinations Secretary, Deputy Principal, Principal/Manager).
Once you are satisfied that you have the correct examination paper packet(s) for the session that you
are about to start, proceed to your centre with the unopened packet(s).
Under no circumstances should you validate an examination paper packet for an examination other than
the one about to commence. The examination paper packets for the morning session (green in colour)
must be validated in the morning and the packets for the afternoon session (orange in colour) in the
afternoon.
If anything happens which may threaten the integrity of the examinations, ring the SEC immediately
at 1800 283 071.
If at any stage you believe you have made an error in handling or giving out the exam papers
please contact us on this number.
17 | P a g e2. Opening the Packets of Examination Papers
Do not open the examination paper packets until you are in the centre and ready to start the
examination. Consult the Day to Day Instructions and List of Corrections for the specific arrangements
for each examination session.
Immediately before opening a packet(s) of examination papers:
(a) ask a candidate from the centre to confirm that the packet is closed and that the seals on the
packet are intact.
(b) once you have received that confirmation, ask that candidate to sign Panel 2 Witnessing of
packet opening.
(c) In the presence of that candidate open the packet.
(d) Check that each paper in the packet is correct for that examination session prior to distributing
them to the candidates.
NB. Morning packets are Green. Afternoon packets are Orange
Description
Examination papers are printed in the following colours:
LEAVING CERTIFICATE:
Higher level: Pink & White ellipsed cover with white inner pages
Ordinary level: Blue & White ellipsed cover with white inner pages
Foundation level: Peach & White ellipsed cover with white inner pages
LEAVING CERTIFICATE APPLIED:
Common Level: Mocha & white ellipsed cover with white inner pages
JUNIOR CYCLE:
Higher Level: Lilac & White ellipsed cover with white inner pages
Ordinary Level: Yellow & White ellipsed cover with white inner pages
Foundation Level: Green & White ellipsed cover with white inner pages
Common Level: White cover with white inner pages (CSPE only)
Common Level: Ochre & White ellipsed cover with white inner pages (Business Studies & Science only)
Reminder to Candidates with regard to the colour of the examination paper covers
Before each examination session, draw the attention of candidates to the notice which reminds
candidates of the colour coding of the examination paper covers. Note: Junior Cycle Science and
Business are a common level paper this year.
3. Special Centres
Superintendents of special centres have been provided with a zipped pouch for the transmission of
question papers and answerbooks from your centre to the special centre and for the return of
answerbooks from the special centre to your centre.
Special centres may have more than one candidate. You may be supplying more than one special centre
from your centre. You should take extreme care to check all examination papers being provided to the
superintendent(s) of the special centre(s) to ensure that you are supplying the correct paper(s). Take
your time over this process, even if it means delaying the commencement of the exam in the main centre.
It is the responsibility of the special Centre superintendent to have confirmed with the candidate or
candidates the level(s) being taken prior to that superintendent going to the candidate(s) base Centre
to obtain a question paper(s) however, you are also required to check in advance. The paper should
then be inserted in the pouch before being transferred to the special centre by the special centre
superintendent.
18 | P a g eYou should give examination papers to superintendents of special centres before distributing
examination papers to the candidates in your centre.
4. Distribute Answerbooks and Labels.
(a) Distribute the answerbooks in accordance with the Day to Day Instructions. In the case of LCA
and subjects in the Leaving Certificate and Junior Cycle where the question paper also serves as
an answerbook, no answerbooks should be distributed unless specified in the Day to Day
Instructions.
(b) Junior Cycle Examination: Distribute the level labels in accordance with the level shown on your
Centre Roll.
(c) Leaving Certificate: Distribute the labels in accordance with the level selected by the Candidate.
The level labels are on perforated sheets; give each candidate the appropriate label together with
its backing sheet. No labels are distributed for LCA examinations as they are common level
papers.
(d) In examinations in which the question papers are the answerbooks no level labels are required.
(e) Instruct the candidates to stick the labels to their answerbooks.
(f) Instruct the candidates to enter their examination number and subject (including Paper 1 or Paper
2) on their answerbook cover.
(g) Distribute the examination papers in accordance with the labels on the
answerbooks. Ensure that each paper is correct for that examination.
(h) Online subjects (Leaving Certificate Chemistry, Biology and Physics)
You have been provided with a special answerbook for the above subjects. Candidates should be
instructed to complete the front cover by shading in the subject, Level and Language that they
are answering through - see illustration
Please inform Special Centre Superintendents that they must not return to the base centre until
the examination session has finished in the base centre.
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